UT Employee Assistance Program

Leadership Manual

This manual and supporting documents are also available online at www.uteap.org

800 346-3549

The UTEAP Leadership Manual is to be utilized as a training aide and reference in the UTEAP Leadership Training Class. The Manual also provides a brief review of UTEAP services available to employees, supervisors and managers.

While every effort has been made to ensure that the content is correct, UTEAP makes no warranties in relation to accuracy or completeness of the information. This Leadership Manual is not meant as profes-sional legal advice. Always review with your Human Resource and/or Legal Department any action you intend to take with an employee to ensure you are following your organization’s policies and procedures. In addition, your Human Resource Department MUST be involved in any Mandatory Referral made to UTEAP.

In no event will UTEAP be liable for any incidental or consequential damages resulting from the use of the information in this document.

UTEAPEmployee Assistance Program

© Copyright 2010 UT Employee Assistance Program All rights reserved. No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, mechanical, photocopying, recording or otherwise, without the prior written permission of UT Employee Assistance Program.

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Introduction In today’s ever changing world, individuals and their families are dealing with a multitude of problems. Alcohol and other drug abuse, marital problems, parenting concerns, financial worries, stress, anxiety and depression are just a few of the more common concerns facing today’s employees. Any of these common concerns can have a drastic effect on an employee’s quality of life and job performance. When work performance is influenced, the EAP is a resource that you, the supervisor, can use as a tool to modify negative and reinforce positive behavior.

The UTEAP Leadership Manual will assist you in identifying problem behaviors and observing and documenting work performance concerns, aid in developing strategies on approaching and meeting with your employees, provide tools for setting expectations for change, procedures for making mandatory referrals to the EAP and support in applying your organization’s policies and procedures.

Understanding EAP Services For the EAP to be successful, supervisors, as leaders within your organization, must understand how our services work. You will be recommending the EAP to those you lead when they come to you with personal problems, or you may realize that an employee is having difficulty and wish to informally refer them to our services. Your knowledge of the EAP is essential in assisting those you lead and in helping your employees find solutions to their problems.

Cost & AccessUTEAP services are provided without cost to all employees and their immediate family members. The program is confidential, easy to use and provides employees an opportunity to resolve their personal problems before work performance is influenced. Employees have 24/7 toll-free access, and a licensed counselor is always available to talk with an employee in a crisis situation. Our convenient network of licensed counselors will offer employees individual counseling sessions and develop solution-focused treatment plans that address their concerns. Over 70% of those utilizing the UTEAP service find resolution to their problems during the EAP Assessment. In the event that the issue cannot be resolved under the available EAP sessions, a referral under the employee’s Health Benefit Plan can usually be arranged. If the condition is not covered, we will help employees find affordable services to best match their circumstances and ability to pay.

ConfidentialityConfidentiality is a key concern for many individuals. Some employees may be concerned that voluntary use of the EAP could jeopardize their job security or promotion opportunities; others simply want to keep their personal problems separate from their work environment. UTEAP works to constantly reassure all individuals accessing the EAP that all calls and visits to the EAP are confidential. Without the employee’s signed consent – specifying what information is to be shared and with whom – no information will be released by the EAP. The only exceptions are child and elder abuse, threat of harm to oneself or others or court order.

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EligibilityAll benefits-eligible employees have access to the EAP services. In addition, services are also available for the employee’s spouse and any eligible dependents living in the household.

The Goal of UTEAPThe goal of the EAP is to assist employees and their family members in identifying their presenting problem, and resolve that problem when possible. Should ongoing care be needed, a treatment plan is developed and that plan is implemented within the community for ongoing care.

Why People Use Our Services

What We ProvideProgram Promotion: Posters, Pamphlets, Promotional E-mail, and Newsletters are available to keep the EAP visible to employee families.

Assessment and Referral: The EAP provides clinical services through an experienced National Network of Licensed Mental Health Professionals. These providers are skilled in addressing a wide range of mental health or chemical dependency concerns. The counselor will work with the client employee to determine the nature of concern and help resolve the issue within the EAP sessions available through the program. The counselor will also make recommendations for further treatment if the issue cannot be resolved within the available sessions.

Legal/Financial Consultation and Resources: Individuals can schedule a free consultation with an attorney or financial planner. There are also many online resources available that employees may use and review with their attorney or financial planner.

Why Employees Use UTEAPDue to Multiple Problems Total Exceeds 100%

Grief Issues

Elder/Childcare

Legal Financial

Work Issues

Other Addictions

Substance Abuse

Anger

Stress Reaction

Depression & Anxiety

Marital & Family Issues

5%

15%

12%

15%

5%

12%

8%

12%

26%

28%

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Identity Theft Resources: Individuals that have become a victim of identity theft can consult with an identity theft professional who will assess the situation, create an action plan, and provide consultation on implementing the plan.

Elder Care & Child Care Resources And Referrals: Consultation is available to assist in locating resources such as child care, elder care, adoption, education and many other areas of daily living.

Leadership Support: Our team is there to assist leadership through consultation and referral assistance when problems arise in the workplace. A simple phone call to discuss what you have observed and a short discussion about how to approach the employee or situation may save you hours of work and frustration. This Leadership Manual will outline our consultation service and EAP referral services in detail.

Online Services: UTEAP provides a wide range of education and training programs, WorkLife services, supervisor tools, appointment scheduling, screening tests and other services to meet the needs of your technology savvy employee families.

Helping Your Employees The Supervisor Role:As a supervisor, addressing work performance issues can be one of the most stressful aspects of your job. Although approaching an employee to address work performance issues is never easy, the EAP can provide valuable support, one-on-one consultation and tools to assist with this difficult and sometimes confusing process.

Observing Work Performance ProblemsDo any of these problems sound familiar to you?

• Whenyouwalkedintotheofficethismorning,youwereinformedthatthreemembersofyouroffice staff are “no longer speaking to each other.”

• Sallyhasbeenaloyalemployeeinyourdepartmentforthelastfiveyears,butforthelastthreemonths, she has been late nearly every morning.

• EventhoughRaytoldyouyesterdaythathehadfinishedthereports,younoticetodaythattheyare still not ready. This is the third time you have noticed Ray has lied to you.

• Michael,anemployeewithwhomyouhaveastrongpersonalbond,comesintoyourofficetotellyou that he has been cited for a DUI in a company-owned vehicle. However, he insists that “it was not during work hours,” that he’s “not a problem drinker,” and that “it won’t happen again.”

• Janeisanemployeewithhighaspirationswhorepeatedlyvolunteerstotakeonnewprojects.However, she is consistently unable to meet established deadlines for her existing assignments and tasks you thought were finished are left undone.

The role of a supervisor is to observe performance issues and to provide feedback to employees on their performance. This requires an awareness of declining or undesirable changes in your employee’s daily work performance. Defining your expectations for the performance of essential duties, functions, and behavior for your employees is your responsibility. The company’s expectations and policies normally include measurable goals for quality of work, attendance and tardiness, personal conduct, appearance, attitude and demeanor, and the consistent performance of duties on a daily basis.

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Separating Performance & Personal ProblemsIt is challenging to separate an employee’s work performance problems from their personal problems, but as a supervisor, you must identify and focus only on the work performance concerns, no matter how obvious the employee’s personal problems may be. It is tempting to involve yourself in solving your employee’s personal problems. Unfortunately, this is a form of enabling and usually reduces the likelihood that the employee will contact the EAP for assistance.

Supervisors should ONLY focus on work performance and not diagnose or label an employee with a problem.

Identifying Work Performance or Behavior ProblemsA change in an employee’s behavior or work patterns may be caused by a wide range of issues. You may notice a change in the performance of a troubled employee through performance or the employee may seem distracted, have increased personal phone calls, be late or absent, be involved in accident(s), or present a negative change in attitude.

How would you respond in the following situations?

• Youknowthatyourassistant’shusbandisinthereservesandpresently out of the country. You have received complaints from potential customers that proposals are full of errors. You want to be understanding but need to see your assistant’s performance improve.

• Johnhasworkedforyoufortwoweeks.Todayheapproachesyouandstates“IknowI’mnewherebutIthinkJerryisusingdrugs.Hereallyshouldnotbedrivingourdeliverytruck.”

• TonyandSheilabothworkforthecompanyandhavebeendatingforthepastyearandsuddenlyare having difficulty in their relationship. Tension is obvious and its clear other employees are uncomfortable around them.

• Youconfrontanemployeewhohasbeenlateforworkforthelastthreedays.Theysaytoyou“Whyareyoualwayspickingonme?Yousinglemeoutfromtheothers!Joanislateforworkandyou don’t have this conversation with her….quit harassing me!”

The average cost to replace an

entry level person is $17,000.

A mid-level supervisor is 150%

of their annual salary and a

specialized employee can cost

up to 400% of annual salary.

SHRM, 2006

Work ProblemsSupervisor’s Responsibility

Team ConflictAnger Issues

Explosive BehaviorAbsenteeismHarassment

Repeated Errors

Personal ProblemsEAP’s Responsibility

Parenting ConcernsLegal & Financial Problems

Emotional ConcernsDepression

AnxietyMental Health Issues

Grief & Loss

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Absenteeism and Tardiness• Excessivesickleave• FrequentMondayand/orFridayabsences• Arrivinglateandleavingearly• Hard-to-believe,repetitiousor

unrealistic excuses • Higherthanaverageabsenteeismfor

minor illness • OntheJobAbsenteeism

High Accident Rate• Accidentsonthejob• Increasederrorsandwaste• DifficultyConcentrating

JobPerformance• ErraticPerformance• Increasinglyunsatisfactoryqualityand

quantity of work • Irresponsibilityincompletingtasks• Can’tmakedecisions• Alibi-prone,wantingto‘lookgood’• Blamingothersforperformanceshortfalls

Interpersonal Interactions• Suddenemotionaloutbursts,anger,

tears, laughter • Moodswings,especiallybetweenmorning

and afternoon • Over-reactiontorealorimaginedcriticism• Complaintsfromcustomers,clients

and public • Isolationfromco-workers• Borrowingmoneyfromco-workers• Unreasonableresentmentstowardsupervisors,

coworkers and organization

Physical Appearance• ChangeinPersonalHygiene• Glazedorredeyes• Slurredspeech• Disoriented• Suddenweightlossorgain• Shakingornervoustwitching

Documenting Performance ConcernsOne of the most effective tools to use when managing employee work performance or behavior problems is documentation. When problems are small, it can be tempting to “look the other way” and hope the problem corrects itself. That usually is not the end result. Your task is to create a clear record of your observations.

Without effective documentation, it is difficult to motivate troubled employees to improve their performance; it is always the starting point for corrective action. Responding to a performance concern with accurate documentation (describing the event, time, witnesses, behaviors and performance) will provide the tool needed to recall the event at a later time. This documentation also provides the basis for meeting with the employee to clarify goals and expectations needed for the employee to successfully correct their actions.

General Supervisor Rule:

You should give three positive

comments to an employee for

every negative comment.

Warning SignsListed below are examples of early warning signs that might indicate an employee who is troubled. It’s important to note that an occasional incident involving poor work performances doesn’t always mean a serious problem is present. Instead, it’s important to look for repeated incidents and patterns that could indicate that a problem exists.

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Your documentation may go on for weeks or even months, and should note continued unacceptable behavior, any discussions, encounters, or steps taken with employees and any verbal warnings. The language used in documentation of performance concerns should describe (not interpret) the unacceptable behavior. It is important to avoid emotional and subjective language when constructing documentation. Stay focused on facts and observed events and the traditional “who-what-where-when-why-how” paradigm.

Examples of Effective and Not As Effective Documentation:

Effective: Janehasbeenlateforworkonthefollowingdates:June6,June19,July2andJuly8.Inaddition,Ihaveobservedshehasreturned30minuteslatefromlunchonJune9thand10thandagainJune17thand18th.IspokewithherregardinghertardinessonJuly10thandgaveheraverbalwarning.

Not As Effective:Janeislateforworkalotandhasn’tchangedeven though I spoke with her last week. I heard that she is having marital problems.

Effective: OnSeptember15thIobservedJackyellingatSharonbecause the reports he asked for were not complete. This was followedbyJackcursingasheleftSharon’soffice.Hewasabsent from his work area for 30 minutes.

Not As Effective:JackhasadifficulttimegettingalongwithSharon and needs quit using foul language at work.

Supervisor’s documentation should only be shared with the employee concerned and the supervisor’s supervisor and/or Human Resources when seeking policy and procedure clarification and support. Documentation of one employee’s conduct should never be disclosed to other employees.

Also, remember to also record positive information about your employee when documenting performance problems. You need to also recall these events at the time of performance reviews and in meeting and providing feedback to your employees.

Keep in Mind

You may need to reference

information you document

months later. It must be clear

and detailed enough for you to

recall the event accurately.

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Incident Description:

OnAugust10,2009youweresenthomeforwearinginappropriateclothingatworkandverbally warned about future violations of the company dress code. On that same day, I provided you with a copy of the company’s dress code and you stated you read and understood thecontentofthecode.OnAugust14,youarrivedatworkinjeans.Youstatedtheywere“designer jeans and that the rest of your outfit was appropriate for work.” When I first approached you about your dress you yelled and cursed at me and your immediate manager. As a result of this conduct, you are receiving this written warning regarding your dress. You will be sent home without pay for the remainder of the day.

MeasurableImprovementGoals

• Iexpectthatyouwillabidebyallcompanystandards,especiallythedresscode.

• SpecificGuidelinesforyourdressareappropriateskirtlengths;topsandpantsuitsaretobeappropriateforthebusinessoffice.Jeans,tennisshoes,flipflops,sweatshirts,joggingsuitsand backless halter-type tops are prohibited. There will be no exceptions made.

• Iexpectyoutoassistourorganizationinprojectingapositiveimagetoourguestsandyourco-workers by complying with our dress code.

• Iexpectyoutorespondtoanycriticisminanappropriatewayandnotraiseyourvoiceandcurse in the workplace.

ConsequencesofNotMeetingGoals

• Yourimmediatemanagerwillmonitoryourcompliancewiththedresscodeonadailybasis.

• Ifyoudonotfollowthedresscode,youwillbesubjecttodisciplinaryaction,uptoandincluding termination of your employment.

If you raise your voice in anger or curse in the workplace you will be subject to disciplinary action, up to and including termination of your employment. Iwillmeetwithyouin30daysandagainin60daystoreviewyourcompliancewiththisPerformance Improvement Plan.

Developing a Performance Improvement PlanMany times when an employee reaches the EAP, they realize they “have done something wrong” but are never quite sure what they should do to improve. Employees can only be successful at changing behavior if they acquire clear direction from their supervisor about what behavior needs to change and how that change should occur. Involve your Human Resource Department in planning for the development of the Performance Improvement Plan.

The Performance Improvement Plan can be quite simple. Changes you would like to see made by the employee must be measurable or objectively verifiable. The supervisor should include clear improvement goals, and importantly, should include possible consequences for failure to change the offending or nonproductive behavior. For example:

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Meeting With the Troubled Employee You have now Observed a behavior problem, Documented the behaviors and your actions, and developed your Performance Improvement Plan. Now it’s time to Meet with your employee. This can be a very stressful event for most managers, but by planning ahead, you will maintain control and reach the planned objective---Correcting the Behavior.

• ReviewyourconcernswithyourLegaland/orHumanResourceDepartment and review your organization’s policies and procedures.

• CalltheEAPandconsultwithoneoftheManagersaboutyourplan.

• Informtheemployeeofthetime,placeanddurationofthemeetingand for how long you would like to meet.

• Selectaquietandconfidentiallocation.

• Reviewyourdocumentation.

• Decidewhatyouwanttosay“scriptitout”inyourmind.

• Duringthemeeting,stayfocusedonjobperformance--don’tdiagnose.

• Don’tallowyourselftobedistracted—“Weareheretotalkaboutyou.”

• Presentyourconcerns,discussyourdocumentationandstateyourexpectationsforchange.

• EndthemeetingbyprovidingtheemployeeaclearPerformanceImprovementPlan.

• YoumaywanttoofferaninformalreferraltotheEAP.

Monitoring the Performance Improvement PlanAs outlined in the Performance Improvement Plan, you will meet with the employee to provide feedback and observations about his or her compliance with the Plan. Depending on the situation, you may want to meet weekly, monthly, or at some other interval that you’ve shared with the employee.

Monitor performance. If improvement is noted, share that with the employee. If performance deteriorates, document the deficiency; you may want to adjust the Plan. Provide suggestions, and as appropriate, offer praise and encouragement. Offer a referral to the EAP to assist the employee in making changes.

Important Reminder

1. Always involve your HR

department in planning your

employee meeting.

2. Call UTEAP to discuss your

strategy and options in

confronting performance

issues. (800) 346-3549

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Referring an Employee to the EAP Ideally, your meeting with your employee and the discussion related to performance improvement will motivate a change in behavior. However, when a chronic personal problem contributes to performance problems, it is more likely that self-correction will last only a few days or weeks.

Sometimes troubled employees confronted with performance shortcomings will voluntarily seek help for personal problems. Others remain in denial that a personal problem is causing their performance or behavior issues or will not be motivated until disciplinary action is a certainty. These employees may eventually need a mandatory supervisor referral to the EAP.

There are four types of Referrals: Informal Supervisor Referral, Performance-Based Mandatory Referral, Drug Test Mandatory Referral and a Department of Transportation (DOT) Mandatory Referral. Please check with your Legal and/or Human Resource Department to determine which of these referrals are applicable to your organization, and appropriate for a given situation.

Informal EAP Referral Even if your organization does not have a policy concerning Mandatory Referrals, (where an employee is required to contact the EAP regarding their job performance), a supervisor can certainly remind an employee of the resources available through the EAP. Many employees will often voluntarily contact the EAP at the suggestion of their supervisor, especially if they feel the supervisor has expressed genuine concern regarding their well-being and is offering this resource to help get the employee “back on track.”

An informal referral is only a reminder or suggestion to the employee regarding the services available through EAP; the employee has no obligation to contact the EAP. The supervisor/manager emphasizes that the services are confidential and free to the individual, and the supervisor should provide the EAP contact telephone number, pamphlet or referral card. The individual may or may not accept the informal referral.

Not sure how to bring up the EAP to your employee? Here are a few examples:

• “John,youmentionedyouarehavingsomeproblemswithyourmarriage. Remember we have an EAP. Here is their card if you would like to give them a call.”

• “Sally,youhavebeenlateforworkthreetimesthismonth. If something in your personal life is keeping you from getting to work on time, you might want to give the EAP a call. Here is their pamphlet.”

• “Bill,youmentionedthatyou’vereceivedanoticeregardingwagegarnishment. If you need some help with your finances, here is the number for the EAP.”

Did you know?

• 25%oftheworkplace

meets the clinical

diagnostic criteria for

depression on any given

day. (NMH)

• Atanytime,30%ofyour

workforceisaffected

by their own, a family

member’sorco-worker’s

problem. (CADA)

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Mandatory Referrals Performance-Based Mandatory ReferralWhen work performance or behavior violates your organization’s policy(ies), the organization may require the individual to contact the EAP by making a Mandatory Referral. The supervisor involved calls the EAP to discuss the referral and the policy violation(s) or performance issue(s). The supervisor/HR then conducts the employee meeting and presents documentation related to the observed behavior. The release of information form is signed by the employee, and the supervisor instructs the individual to call the EAP (usually within 24 hours for most organizations). The EAP will confirm with the supervisor whether or not the individual has called. An EAP appointment will be scheduled to assess the problem and develop a treatment plan. Following the Assessment findings, a Return to Work/Last Chance Agreement will be developed and provided to the organization for the employee and supervisor to sign. The employee will be required to comply with all the requirements and recommendations in the Agreement. EAP will monitor compliance with the Return to Work/Last Chance Agreement until completion. EAP will provide monthly compliance reports to the organization and notify the organization immediately if the employee violates the Agreement. At that point, the appropriate disciplinary action (consequence) outlined in the Agreement would occur. Upon successful completion of the terms of the Agreement, the organization will be notified.

Drug Test Mandatory ReferralMany organizations have a proactive drug-testing program that may require “random,” “post-accident” or “for cause” drug screening of employees. When an organization is informed by their testing laboratory that an employee has failed a drug test, the supervisor/HR should notify and consult with the EAP regarding the test results and discuss the referral. As with other mandatory referrals, EAP will send the organization the appropriate forms for signature. The supervisor and/or HR conducts the employee meeting with the individual, signs the appropriate documents and advises the employee they have 24 hours to call the EAP. The supervisor notifies EAP of the referral and EAP will notify the supervisor or HR representative if the individual calls and makes an appointment. An assessment of the problem will be completed by an appropriate counselor and, if appropriate, a treatment plan will be developed. Based in part or in whole on the counselor’s recommendations, a Return to Work Agreement/Last Chance Agreement will be drafted and sent to the organization. EAP will monitor compliance with the Agreement until completion. The EAP

Priortomakinganytype

of Mandatory Referral

the supervisor and/or HR

representative should call and

consult with an EAP Mandatory

Referral Specialist. EAP will

assistinmakingthereferral,

and send your organization

the appropriate “Release of

Information and Mandatory

Referral Agreement” and

any other related documents

necessary or recommended to

complete the referral process.

Samples of all documents

used in Mandatory Referrals

are included at the end of the

Leadership Manual.

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will send monthly reports regarding compliance to the designated representative of the organization. Should an employee not comply with the Agreement, disciplinary action (as described in the Agreement) would be applied. Upon successful completion of the terms of the Agreement, the organization will be notified and the employee returned to non disciplinary status.

Department of Transportation (DOT) Mandatory ReferralWhen an organization is required to comply with DOT Drug Free Workplace Regulations, and an employee in a safety or security sensitive position tests positive on a random, “for cause” or post-accident drug screening, the supervisor or designated employer representative should immediately call to consult with EAP in preparation for making the mandatory referral.

As with all mandatory referral procedures, the supervisor, safety officer and HR should call the EAP upon learning of the positive test to consult and arrange the referral; EAP will send the appropriate releases and referral documents. The individual is given the standard time allotment to call the EAP, and EAP will notify the company/organization whether the individual called and made an appointment. EAP will arrange an evaluation of the individual by a Substance Abuse Professional (SAP). The SAP will assess the individual’s needs, and as appropriate, develop a treatment plan, and establish the timeframe and conditions of the individual’s return to duty. The DOT specific Return to Work/Last Chance Agreement is developed by EAP following the plan requirements developed by the SAP. Compliance with the DOT specific Return to Work/Last Chance Agreement is monitored by EAP, and monthly reports are provided to the supervisor or organization’s designated representative. Should an employee not comply with the plan, the employee would be subject to disciplinary action, as outlined in the plan. Upon successful completion of the terms of the agreement and approval of the SAP, the organization will be notified.

ThestandardfeeforanSAPevaluationis$650-$750andisnot covered under the EAP contract/agreement. Most organizations require that the individual pay the fee if they intend to continue employment. If they elect to discontinue their employment, the employer is required by the DOT to provide a list of local substance abuse professionals to the employee. EAP will provide that list at the request of the organization.

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In Summary: Key Leadership Points • Observeperformance,providedirectionandfeedback,offerpraiseandprovidethetoolsneeded

for employees to be successful.

• Respondtoperformanceorbehaviorissuesearlytopreventtheescalationoftheproblem.

• Careaboutyouremployees,butdon’tmistakecaringwith“lookingtheotherway”whenperformance or behavior problems are present.

• Friendshipwithanemployeedoesnotoverrideyourresponsibilitiesasaleaderinapplyingpoliciesand discipline.

• Expectingemployeestoberesponsiblefortheirpersonalandfamilyproblemsisreasonableandnecessary.

• Don’tbecomecaughtupinthe“drama”ofthesituationoranemployee’spersonalproblems.Focus on work performance and acceptable conduct.

• Providingemployeeswithaccesstoresourcesforassistanceinsolvingtheirproblemsisapowerfulway to show you care and that you want them to be successful.

• Yourloyaltymustalwaysbetothebestinterestsofyourorganizationandyourfocusonprovidinga healthy and safe workplace.

• UTEAPisavailabletoassistyouthroughconsultationtheprovisionofsolutionstodifficultworkplace problems.

Leadership Self-Care As B.B. King sings, sometimes you “pay the cost to be the boss.”

Supervisors often put in long hours and are continually dealing with hectic schedules, managing change (for themselves and their employees), and the stress that comes with high-level decision making.

Justbecauseyouareinasupervisoryroledoesnotmeanyouareimmunetothestress,anxiety,conflict, and workplace pressure that comes with the position. In fact, many people are put into supervisory roles because they are “achievers” -- which can often add even more stress. You may miss your child’s ball game because a piece of equipment isn’t functioning properly, or you may work on Saturday because the budget is due, you receive calls at night (and like many people in leadership positions, you have those nights where you are awake at 2:00 a.m. wondering if you scheduled the shipment for tomorrow or wishing you had not sent that email).

Keep in mind that the EAP is here to also help you and your family. EAP offers resources for leaders that can help prevent “burnout” and help supervisors and other management personnel achieve a healthy balance between work and their personal lives. Whether you’re looking for stress management tips, interested in developing new skills, or would like assistance with resolving conflict in your home or professional life, the EAP can be a valuable resource. Of course, all services provided by the UTEAP are confidential.

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SAM

PLE

Authorization for the Release of InformationMandatory ReferralBy signing this document, you are authorizing UT Employee Assistance Program (UTEAP) to release your protected health information described below to your employer for the sole purpose of determining compliance with the UTEAP Mandatory Referral Program. This authorization is validforaperiodof90daysfromthedatenotedonthesignaturelinebelow.Youmayrevokethisdocument at anytime by notifying UTEAP in writing at the address at the bottom of this release. Your cancellation of this authorization will not affect any action taken by UTEAP before it received your cancelation request.

I, (Employee Name) authorize the exchange of my protected health information identified below between UTEAP and:

(Supervisor or HR Representative Name) (Title)

(Insert Company or Organization’s Name)

Information to be Exchanged Includes:

• Compliancewiththemandatoryassessmentandevaluationprocess.

• Determinationofaction/treatmentprogram.

• Compliancewithrecommendedactionplan/treatmentprogram.

• Resultsofanyfaileddrug/alcoholtestifrequiredundertheactionplan/treatmentprogram(ifapplicable).

• Completionoftheactionplan/treatmentprogram.

Other specific information to be released:

The Purpose of this Authorization is to allow UTEAP to disclose and exchange information with the specific individual representative of the Company/Organization listed above to verify my compliance with the UTEAP Mandatory Referral Program and Return to Work / Last Chance Agreement.

I give UTEAP and their assessment provider permission to contact me and leave a message if needed, at the following phone number to arrange an appointment .

I acknowledge that the information to be released was fully explained to me. I am not legally obligated to sign this Authorization for the Release of Information.

Employee Signature Date

Supervisor or HR Representative Date

Exh

ibit

s

Man

dat

ory

Ref

erra

l Fo

rms

14

SAM

PLE

Exh

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Man

dat

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Ref

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Individual’s Name:

The goal of the (Company Name) is to maintain a safe and productive workplace. When an individual’s behavior results in an adverse influence in the workplace a mandatory referral is made to the UT Employee Assistance Program (UTEAP). As a result of the following behavior or policy violation(s): .

I agree to accept a Mandatory Referral to the UTEAP and follow through with the requirements and conditions listed below. I fully understand that my continued employment and/or reinstatement of employment with my employer are contingent upon my compliance with all terms of this Agreement.

1.IagreetoundergoanassessmentandevaluationtobeprovidedthroughUTEAP.Iunderstandthat I am not responsible for the cost of this evaluation provided through UTEAP.

2. I will contact the UTEAP no later than (Date/Time)at800-346-3549to schedule an appointment for an evaluation.

3. I will comply with the recommendations of UTEAP following my assessment and evaluation and, any further recommendations that may be made by my counselor during any subsequent visits as a part of this Agreement. I understand that the cost of any follow-up treatment or education will be my responsibility. I also understand that my health care insurance may be available to pay for a portion of that cost.

4. I will comply with all terms of a Return to Work / Last Chance Agreement developed by UTEAP and my assessment and evaluation provider.

5.IauthorizetherepresentativesofmyemployerlistedonmysignedAuthorizationforReleaseofInformation Form (attached) to receive all relevant information regarding my compliance and progress with UTEAP and treatment provider’s recommendations.

6.IagreethatmyemployermayfaxasignedcopyofthisMandatoryReferralAgreementandasigned copy of the Authorization for the Release of Information Form to UTEAP within 24 hours. TheUTEAPFaxnumberis713-500-3330.

7. Should I have questions or concerns regarding this process or any resulting treatment plan, I will work directly with my treatment provider or UTEAP to address these concerns. In the event my employer needs to be involved in this process, UTEAP –not myself- will conduct that communication directly with the my employer to address my concerns.

8.IgiveUTEAPandtheirassessmentproviderpermissiontocontactmeandleaveamessageifneeded, at the following phone number to arrange an appointment .

I recognize, accept, and agree that I am responsible for meeting the standards of performance and conduct that are established by my employer. I understand that failure to comply, in whole or in part, with all of the terms and conditions of this Agreement and my Return to Work / Last Chance Agreement will result in further disciplinary action, up to and including termination of employment.

Employee Signature Date

Company Representative Date

15

SAM

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Exh

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Man

dat

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Ref

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Employee’s Name:

I have completed the Mandatory Referral Assessment arranged by the UT Employee Assistance Program (UTEAP). I agree to accept the requirements and conditions listed below. I fully understand that my continued employment and/or reinstatement of employment with is contingent upon my compliance with all terms of this Agreement.

1.IwillcomplywiththerecommendationsofUTEAPmadebymyassessmentandevaluationprovider and agree to comply with the following requirements for my return to work. I understand that the cost of any follow-up treatment or education beyond that provided by the UTEAP through this assessment will be my responsibility. I also understand that my health care insurance may be available to pay for a portion of that cost.

2. I authorize the representatives of my employer listed on my Authorization for Release of Information Form signed as a part of the Mandatory Referral to receive all relevant information regarding my compliance and progress with UTEAP and treatment provider’s recommendations.

3. Should I have questions or concerns regarding this process or any resulting treatment plan, I will work directly with my treatment provider or UTEAP to address these concerns. In the event my employer needs to be involved in this process, UTEAP –not myself- will conduct that communication directly with my employer to address my concerns.

4. I agree to complete the following requirements developed as a result of my assessment and evaluation:

I give UTEAP assessment and their provider permission to contact me and leave a message if needed, at the following phone number to arrange an appointment .

I recognize, accept, and agree that I am responsible for meeting the standards of performance & conduct that are established for employees of the company/organization. I understand that failure to comply, in whole or in part, with all of the terms and conditions of this Return to Work/Last Chance Agreement will result in further disciplinary action, up to and including termination of employment.

Employee Signature Date

Company Representative Date

Company/Organization Name

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Violation of DOT Drug Free Workplace PolicyEmployee’s Name:

The goal of (Company Name) is to maintain a safe and productive workplace. As a result of my violation of the Company/Organization’s Department of Transportation (DOT) Drug-Free Workplace Policy, I agree to accept a Mandatory Referral to the UT Employee Assistance Program (UTEAP) and follow through with the requirements and conditions listed below. I fully understand that my continued employment and/or reinstatement of employment with my employer are contingent upon my compliance with all terms of this Agreement. I agree to the following:

1. IwillcontactUTEAPnolaterthan (Date/Time)at800-346-3549toscheduleanappointment for a Substance Abuse Professional (SAP) evaluation.

2. I agree to take part in an evaluation by an SAP, identified by UTEAP and who is qualified to do this evaluation under DOT guidelines. This evaluation will be coordinated by the UTEAP and I understand that I will be responsible for all cost associated with the SAP.

3. I will comply with all SAP evaluation recommendations and any further recommendations that may come from the SAP or subsequent treatment provider (if any). I understand that the cost of any follow-up treatment or education will be my responsibility. I also understand that my health care insurance may be available to pay for a portion of that cost.

4. I will comply with all terms of a Return to Work / Last Chance Agreement developed by the SAP and UTEAP.

5. IwillbesubjecttounannounceddrugtestingforuptotwoyearsfromthedateofthisAgreement.

6. Iauthorizetherepresentativesof (Company Name) listed on my signed Authorization for Release of Information Form (attached) to receive all relevant information regarding my compliance and progress with UTEAP and treatment provider’s recommendations.

7. I agree that my employer may fax a signed copy of this Return To Work / Last Chance Agreement and a signed copy of the Authorization for Release of Information to UTEAP within 24 hours. The UTEAP fax numberis713-500-3330.

8. ShouldIhavequestionsorconcernsregardingthisprocessoranyresultingtreatmentplan,Iwillworkdirectlywithmytreatment provider or UTEAP to address these concerns. In the event my employer needs to be involved in this process, UTEAP –not myself- will conduct that communication directly with (Company Name) to address my concerns.

9. InadditiontotheaboveIagreetothefollowingrecommendationsmadebytheSAPandUTEAP.

I give UTEAP and their assessment provider permission to contact me and leave a message if needed, at the following phone number to arrange an appointment .I recognize, accept, and agree that I am responsible for meeting the standards of performance and conduct that are established for employees by my employer. I understand that failure to comply, in whole or in part, with all of the terms and conditions of this agreement will result in further disciplinary action, up to and including termination of employment.

Employee Signature Date

Company Representative Date

Company Name

UT Employee Assistance Program800-346-3549 | www.uteap.org